Fiscal Year End - FY 2026

SUMMARY OF KEY YEAR-END PROCESSING DEADLINES:

June 2, 2026 (Tuesday)
  • FY26 Purchase Requisition Deadline
June 5, 2026 (Friday)
  • FY26 Invoice, Payment Request (PRFs), & Travel Reimbursements (TEV) through May 2026 to A/P Deadline
  • FY26 P-Card Purchases Deadline
June 15, 2026 (Monday)
  • FY26 Timesheets Deadline- By 10:00am (work performed June 1 - June 12)
June 17, 2026 (Wednesday)
  • FY26 Expense Transfer Form Deadline for expenses incurred from July 2025 through May 2026
June 29, 2026 (Monday) 
  • FY26 Timesheets Deadline- By 10:00 a.m. (work performed June 13 - June 26)
June 30, 2026 (Tuesday)
  • Goods Received Entry in SourcePoint for FY26 Recognition
  • Goods Received Entry in SAP for FY26 Recognition
  • FY26 Budget Transfer Deadline (online form requests)
July 6, 2025 (Monday) 
  • Chargeback Deadline
  • FY26 Expense Transfer Form Deadline for June 2026 (July 2025 through May 2026 Expense transfer deadline is June 17, 2026)
July 10, 2025 (Friday) 
  • FY26 Invoice, Payment Request Forms (PRF) & Travel Reimbursements (TEV) for June 2026 to A/P for accrual

EXPENSE TRANSFERS

  • If you have any expenditure transactions that should be recorded in a different fund center or general ledger account, go to the Finance and Business Services SharePoint site and complete the Expense Transfers Request form. Please review your reports now and if necessary, request any needed adjustments as soon as possible.
  • The last day to submit an Expense Transfer Request for FY26 expenses posted in the period July 2025 through May 2026 is Wednesday, June 17.
  • The last day to submit an Expense Transfer Request for FY26 expenses posted in June 2026 is Monday, July 6.
  • If necessary, please review the video guidance on submitting an Expense Transfer request.
  • Please contact Alice Snook (ASnook@wcupa.edu or 610-436-1008) with any questions.
     

GOODS AND SERVICES

  • Payment Requests - For a payment request to be processed in FY26, is must be received by Accounts Payable via Invoices@wcupa.edu no later than Friday, June 5. Any questions regarding this should be directed to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).
  • Requisitions (eReqs/PRs) - Requisitions for services or goods to be provided/delivered prior to June 30, 2026 must be entered and approved in SAP or SAP Ariba SourcePoint and accessible to Purchasing by Tuesday, June 2.  Questions on this should be directed to Julie Martin, Purchasing Manager (JMartin3@Wcupa.edu or 610-436-1019) or Jeff Baun, Director of Business Services (JBaun@wcupa.edu or 610-436-2705).
  • Invoices - If you have received any invoices for services or goods provided/delivered prior to June 1, they must be submitted to Accounts Payable as soon as possible but no later than Friday, June 12. Questions on this should be directed to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).
  • Invoices - If you have received any invoices for services or goods provided/delivered in June 2026, they must be submitted to Accounts Payable as soon as possible but no later than Friday, July 10. Questions on this should be directed to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).
  • Helpful Guidance Documentation:

UPDATED!!  DELIVERED MERCHANDISE

  • NEW-SAP and SourcePoint will NOT allow backdating of Goods Receipts. Failure to record goods receipts on or before June 30 means that goods will be expensed to FY27.
  • For goods that are received via Desktop Receiving (i.e., not sent to Central Receiving), it is the responsibility of the Requisitioner to ensure timely goods receipts. Finance and Business Services Staff are not able to receive goods on behalf of the Requisitioner.
  • Questions on this should be direct to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).

 

PURCHASING CARDS (Pcards)

  • Authorized purchases made on PCards that you wish to be on your June 2026 Purchasing Card statement and paid using your FY26 budget must be transacted no later than Friday, June 5.
  • We cannot guarantee that all purchases made after Friday, June 5 will be charged to your June statement. There may be some cases where purchases after this date will appear on the July 2026 statement and therefore charged appropriately to your FY26 budget. Please be aware that any back ordered items will appear on the July statement and will be charged to your FY27 budget. Please plan your purchases accordingly.
  • Any questions regarding purchasing cards should be directed to Michelle Janis, Purchasing Card Administrator (MJanis@wcupa.edux2924).
  • If necessary, please review the video guidance on PCards.
     

TRAVEL EXPENSES

  • Approved domestic and international travel expense reimbursement requests should be emailed to the Accounts Payable Office no later than Friday, June 12 for travel through May 31.  Approved travel reimbursements for June 1st through June 30th must be emailed to the Accounts Payable Office no later than Friday, July 10. Unapproved travel will not be reimbursed.
  • Travel reimbursement requests turned in after July 11 will be applied to your FY27 budget.
  • Reimbursement forms and receipts may be sent electronically to the Accounts Payable Office at Invoices@wcupa.edu.
  • Please contact Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654) with any questions.
  • If necessary, please review the video guidance for Travel Expenses:

 Guidelines for Conference Registration and Airfare Expenses

To ensure expenses are properly aligned with the correct fiscal year, please follow the general guidelines below:
    1. Conference Registration
      • If the early bird registration deadline for a conference falls on or after July 1, the registration fee should be charged to the next fiscal year’s budget.
    2. Airfare
      • Airfare expenses should follow the same principle as conference registrations. If the travel occurs in the next fiscal year, the airfare must be charged to that fiscal year’s budget.
    3. Reimbursement Requests for Travel During the First Quarter of the Next Fiscal Year (July–September)
      • Reimbursement requests for travel taking place between July 1 and September 30 will be reviewed by Budget and FBS to determine the appropriate fiscal year for charging.
      • If it is deemed fiscally prudent to make the purchase in the current fiscal year—such as securing a significantly reduced rate or avoiding a known cost increase—exceptions may be considered on a case-by-case basis, provided the expense aligns with budget availability and organizational policy.

BUDGET TRANSFERS

FACILITIES CHARGEBACKS

  • Please check the Chargeback Expense Report for the accuracy of the facilities charges to your department. The Chargeback Report is available through the Facilities iServe ticketing system. Visit the Facilities website for more information. 
  • Please contact Vincent DiEdwardo, Financial Analyst (VDiEdwardo@wcupa.edu or 610-436-1724) if you have any questions.
     

TIMESHEETS

  • All paper timesheets (emailed to Payroll@wcupa.edu) and electronic timesheet approval through FIORI and eTime (students) related to work performed through June 12 are due by 10:00 a.m. on Monday, June 15.
  • All paper timesheets (emailed to Payroll@wcupa.edu) and electronic timesheet approval through FIORI and eTime (students) related to work performed June 13 through June 26 are due by 10:00 a.m. on Monday, June 29, for inclusion in FY26 expenses.

QUESTIONS

If you have specific questions, please contact the staff mentioned above.

If you have general questions, comments, or concerns about our year-end processes, please contact:
Additionally, to assist with Year End questions, Finance and Business Services is hosting Office Hours via Zoom through June 30.

Thank you for your assistance!